About Forms Autopopulation

When forms are sent to employees (manually or through auto-sending), some of the fields will be automatically populated (autopopulated) with information carried over from the Maxwell portal. This means that by the time an employee opens a form to sign in Maxwell, there will be a number of fields that will already be completed for them. The employee can then fill in any missing details, review the form and sign it. This eliminates a lot of dual-entry and reduces the chances of making an error on the form.

Note: Although these fields are autopopulated, it’s ultimately the form recipient’s responsibility to confirm that these fields are correct before they approve/sign.
Maxwell’s able to do this because we carefully set up each form’s PDF with advanced logic. While we set up as many fields as possible to autopopulate, we can’t always set up every field on the form. Usually, this is because we don’t store the field in Maxwell (ex: salary frequency (annual or hourly), or employment status other than “active” or “inactive” (ex: retired)). Less often, this could also be because we do not support populating the information in the format the carrier expects it on the form. For example, if the form asks for date of birth in any format other than MM/DD/YYYY.  

In this article, we’ll review the fields that should autopopulate on a form, as well as provide some troubleshooting tips.

In this article
List of fields that should autopopulate

List of fields that should autopopulate

Assuming the information was in the portal at the time of sending the form and the form requires the data in one of the supported formats, the following fields will be populated on the form automatically.

Basic information for a broker

  • Broker name
  • Broker address
  • Broker office phone

Basic information for an employer

  • Employer name
  • Employer address
  • Employer office phone
  • Employer tax ID

Demographic information for employees and dependents

  • Employee/dependent name
  • Employee/dependent address
  • Employee/dependent phone number
  • Employee/dependent SSN
  • Employee/dependent gender
  • Employee email
  • Total number of dependents
  • Whether a dependent exists
  • Dependent's relationship to the employee
  • Dependent's disability/student status

Job information for an employee

  • Date of hire
  • Date of rehire
  • Date of termination
  • Salary
  • Employer group
  • Payroll frequency
Note: The Maxwell platform does not capture “salary frequency” or “hours per week” and therefore cannot autopopulate these fields.      

Product information

  • Product name as entered in Maxwell
  • Product policy number
  • Product selection—chooses the product the employee selected in Maxwell
    • TIP: You can double check that the product in Maxwell is associated to the right selection on the form on the form's settings:
  • Product coverage effective start and end dates
  • Whether the product is enrolled, waived, or terminated
  • List of family members covered (employee + dependents)
  • The type of “activity” or “transaction” being performed on an individual (ex: adding the individual / making a change to the individual / terming the individual)
  • The coverage level of the product
    • Ex: “Employee,” “Spouse/Partner,” “Dependent(s),” “Domestic Partner,” “Last Name,” and “First Name” could be automatically populated in the example below, but “NY Young Adult” and “Civil Union” would not, as that information is not stored in Maxwell.
  • The reason for the application and the date associated with it can usually be pulled if the reason is a change that we capture in Maxwell such as new hire or marriage.
    • Ex: “Open Enrollment,” “Loss of Coverage,” “Birth/Adoption,” “Date of Marriage,” and “Date of Partnership” could be automatically populated in the example below, but others like “Discontinue COBRA” could not, as that information is not stored in Maxwell.
  • In the case of a change (not a new enrollment or termination), the type of activity being performed on the product / reason for sending the form (ex: spouse added, dependent removed, increase in coverage)
    • Ex: The two change reasons highlighted below could be automatically populated. Any reasons not captured in Maxwell e.g. COBRA cannot be autopopulated.
  • In the case of a waiver, list of employees and dependents who waived the product
  • More information based on the type of the product
    • Medical/dental products: PCP info per covered employee/dependent
    • Life products: Requested coverage amounts (employee, spouse and child), guaranteed issue (also by role, if applicable) and beneficiaries
    • Financial products: Contribution amounts (employee and employer contributions)
    • Commuter products: Parking, biking, and transit amounts (monthly and annual)


  • For forms with multiple product types (i.e. a medical/dental/vision enrollment form)
    • If an employee or dependent is being added to one product type and removed from another, the action being performed (ex: "add" or "change") cannot be autopopulated. The action will only be autopopulated when it’s consistent across the multiple product types (ex: the employee enrolls in both medical and dental).
  • Forms that are in a language other than English cannot be autopopulated


  • One of the fields listed above as supported is not autopopulated. Why not?
    • This may be because while we do support the populating the information itself, but the format of the field is not supported. This is especially true for carrier forms because each carrier can ask for information in different ways (ex: “date of birth” can be requested in a “MM/DD/YYYY” or “MM-DD-YY” format). We aim to support as many formats as possible (we do support both “MM/DD/YYYY” and “MM-DD-YY”), but sometimes we get an outlier that we can’t support. Reach out to support@maxwellhealth.com to find out if this is the case with your form field.
    • If this is an onboarding form, did you send the form manually to the employee before they got a chance to enter their personal information? If so, this is to be expected. Autopopulation happens at the point in time that the form is sent. If you’re sending a form to a new hire manually, send it to them after they’ve had some time to enter their information in the portal.
    • It’s not just about the question itself, but how it’s being asked. In the image below, we would not be able to check the box “New hire/rehire” if the employee is adding this plan because they’re a new hire. The reason is because “new hire” and “rehire” are two distinctly different events in Maxwell, and we cannot combine them.  If these were separate radio buttons (“New hire” and “Rehire”), as they are on on other forms, these fields would be able to be autopopulated.
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